ri district 5280 club mou certification · a. upon successful completion of the qualification...
TRANSCRIPT
RI DISTRICT 5280
“MOU”
CLUB MEMORANDUM OF
UNDERSTANDING
CERTIFICATION
WEBINAR DIRECTORS
▪Tori Hettinger | District Administrator &
President Elect of Westchester Rotary Club
▪ PDGx2 Doug Baker | Downey Rotary Club
District Rotary Foundation Chair
PRESENTORS▪ PDG Doug Baker
District Rotary Foundation Chair
2018 ~ 2021
▪ Lee Stacy | Burbank Sunrise Rotary
District Grants Chair
▪ Mark Rogo | Westwood Village Rotary
Global Grants Chair
THE ROTARY FOUNDATIONOF ROTARY INTERNATIONAL
▪ The Rotary Foundation | TRF was formed in 1917
▪ Rotary’s #1 priority is the Eradication of Polio
▪ The mission of The Rotary Foundation is to advance world understanding,
good will and peace through the improvement of health, the support of
education and alleviation of poverty
▪ How do we accomplish this mission?
▪ One of the ways is through GRANTS that fund your Club’s Humanitarian
projects
RI DISTRICT 5280 CLUB
MOU CERTIFICATION
▪ Valid for one year | Clubs Must Re-Certify Each Year
▪ Clubs ARE responsible for Grant funds
▪ Disclose ALL conflicts of interest
▪ Cooperate with all audits
▪ Use Grant funds properly - Be Good Stewards!
▪ Implement the Club MOU | Memorandum Of Understanding
And By Doing So, You Agree To A Lot!
CLUB QUALIFICATION MEMORANDUM OF
UNDERSTANDING
THE ROTARY FOUNDATION
1. Club Qualifications 5. Report On Use Of Grant Funds2. Club Office Responsibilities 6. Document Retention3. Financial Management Plan 7. Reporting Misuse Of Grant
Funds4. Bank Account Requirements 8. Memorandum Of
Understanding
1. CLUB QUALIFICATION
To participate in Rotary Foundation Global and District Grants, the Club
must fulfill the following: be CURRENT with Rotary International and District
dues; agree to implement the financial and stewardship requirements in this
Club Memorandum Of Understanding (MOU) and either send at least TWO
or more Club members to the District’s Grant Management seminar each
year or have at least TWO or more Club member(s) take the Grant
Management webinar. The CLUB PRESIDENT AND CLUB PRESIDENT-ELECT
MUST THEN SIGN THE CLUB MOU AND SUBMIT IT TO THE DISTRICT OFFICE.
By completing these requirements, and only then, the Club becomes
qualified and eligible to participate in the TRF grant program:
A. Upon successful completion of the qualification requirements, the club willbe qualified for ONE Rotary year
B. To maintain qualified status, the Club must comply with this MOU, anyadditional District requirements, and all applicable TRF policies
C. The Club is responsible for the use of funds for Club-sponsored Grants,regardless of who controls the funds
D. Qualification may be suspended or revoked for misuse or mismanagementof Grant funds involving, but not limited to - fraud; forgery; membershipfalsification; gross negligence; endangerment of health, welfare, or safetyof beneficiaries; ineligible contributions; use of funds for personal gain;undisclosed conflicts of interest; monopolization of grant funds byindividuals; report falsification; overpricing; acceptance of payments frombeneficiaries; illegal activities; use of grant funds for ineligible purposes –follow The Four Way Test
E. The Club must cooperate with any financial, grant, or operational auditsand/or reviews
2. Club Officers’ Responsibilities
THE CLUB OFFICERS HOLD PRIMARY RESPONSIBILITY FOR CLUB QUALIFICATION
AND THE PROPER IMPLEMENTATION OF TRF GRANTS
Club Officers’ Responsibilities Include:
A. Appointing at least TWO Club members to implement, manage, and maintain club qualification
B. Ensuring that all TRF grants adhere to stewardship measures and proper grant management practices
C. Ensuring that all individuals involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest
3. Financial Management Plan
THE CLUB MUST HAVE A WRITTEN FINANCIAL MANAGEMENT PLAN TO PROVIDE ADMINISTRATION OF GRANT FUNDS.
THE FINANCIAL MANAGEMENT PLAN MUST INCLUDE PROCEDURES TO:
A. Maintain a standard set of accounts, which includes a complete record of all receipts and disbursements of grant funds
B. Disburse grant funds, as appropriate
C. Maintain segregation of duties for handling funds
D. Establish an inventory system for equipment and other assets purchased withgrant funds, and maintain records for items that are purchased, produced ordistributed through grant activities
E. Ensure that all grant activities, including the conversion of funds and comply with local law
4. Bank Account RequirementsIN ORDER TO RECEIVE GRANT FUNDS, THE CLUB MUST HAVE A DEDICATED BANK
ACCOUNT THAT IS USED SOLELY FOR RECEIVING AND DISBURSING TRF GRANT FUNDS
A. The club bank account must:1. Have a minimum of two Rotarian signatories from the club for
disbursements2. Be a low, or non-interest bearing account
B. Any interest earned must be documented and used for eligible, approved grant activities or returned to TRFC. A separate account should be opened for each club sponsored grant and the name of the account should clearly identify its use for grant fundsD. Grant funds may not be deposited in investment accounts including, but not limited to; mutual funds, certificates of deposit, bonds and stocksE. Bank statements must be available to support receipts and use of TRF grant fundsF. The club must maintain a written plan for transferring custody of the banned accounts in the event of a change in signatories
5. Report on Use of
Grant Funds
The club must adhere to all TRF reportingprocedures and requirements. Grant reporting is akey aspect of grant management and stewardship, asit informs TRF of the grant’s progress and how fundsare spent.
6. Document
Retention
The club must establish and maintain appropriate recordkeeping systems to preserve important documents related to qualification and TRF grants. Retaining these
documents supports transparency in grant management and assists in the preparation for audits or financial assessments.
A. Documents that must be maintained include, but are not limited to:1. Bank information, including copies of past statements2. Club qualification documents including a copy of the signed club MOU3. Documented plans and procedures, including:
a. Financial management planb. Procedure for storing documents and archivesc. Succession plan for bank account signatories and retention of
information and documentation.4. Information related to grants, including receipts and invoices for
all purchasesB. Club record must be accessible and available to Rotarians in the club and at the
request of the districtC. Documents must be maintained for a minimum of five years, or longer,
if required by local law.
7. Reporting Misuse of
Grant Funds
THE CLUB MUST REPORT ANY POTENTIAL AND REAL MISUSE OR MISMANAGEMENT OF GRANT FUNDS TO THE
DISTRICT.
This reporting fosters an environment in the club that does not tolerate the misuse of grant funds.
8. Memorandum Of Understanding
This Memorandum Of Understanding is an agreement between the Club and RI District 5280 and acknowledges that the Club will undertake measures to
ensure the proper implementation of Grant activities and proper management of Rotary Foundation grant funds.
By authorizing this document, the Club agrees to comply with all of the conditions and requirements of the Club MOU
ON BEHALF OF THE ROTARY CLUB
of____________________________________________
The undersigned agree to comply with all of the conditions and requirements ofthe MOU for Rotary year 2018-2019 and will notify Rotary International District5280 of any changes or revisions to club policies and procedures related to theserequirements:
B. ____________________________________Club President Name (Print)
C. ____________________________________Club President (Signature)
D. ____________________________________ President-Elect Name (Print)
E. ____________________________________President-Elect (Signature)
F. ____________________________________
Today's Date
▪ District Grantswww.Rotary5280.org
▪ Global Grantswww.rotary.org
Types of Grants
DISTRICT GRANTS
▪ Local Projects – Each Clubs’ Communities Of Service
▪ Humanitarian and Educational
▪ Vocational Scholarship Grants
▪ Generally Smaller In Scope Than A Global Grant
▪ Serves Your Community & Communities Abroad As Well
▪ Can Fund A Vocational Training Team | VTT
▪ More District Regulated And Managed
▪ Community Projects That BRAND The Rotary Club
▪ Involves Non-Rotarian Participation
▪ Encourages Rotarian Families & Friends’ Participation
▪ Larger International Projects Between:
Two Primary Clubs & Two Primary Districts
However more clubs & Districts may financially support the project
▪ International projects can be incoming or outgoing
• Host community driven
• Humanitarian and educational
• Sustainable With High Impact And Measureable Outcomes
Funding comes from the World Fund – District Designated Funds;
DDF and cash contributions
▪ Six Areas of Focus
Global Grants
SIX AREAS OF FOCUS
1. Peace and Conflict Resolution/Prevention
2. Disease Prevention and Treatment
3. Water and Sanitation
4. Maternal and Child Health
5. Basic Education and Literacy
6. Economic and Community Development
Remember, none of this works without YOUR contributions to The Rotary Foundation
▪ Donate to the Annual Fund | SHARE
▪ Become a Paul Harris Fellow | PHF
▪ Reach The Next Level of PHF | Multiple PHF
▪ Become a Major Donor | PHF 8 = $9,000 + Next Level
▪ Sign Up For The Rotary Direct Program | Recurring Gifts
[email protected] or 1-866-976-8279
▪ Become a 2018-2019 Paul Harris Society member |PHS
[email protected] or 1-866-976-8279
The Rotary Foundation
THE ROTARY FOUNDATION CONT’D
▪ Purchase drawing tickets/auction items at the
District Rotary Foundation annual event
▪ Become a Benefactor (codicil of $1,000 or more)
▪ Become a Bequest Society member (codicil of
$10,000 or more)
▪ Donate to the Endowment Fund
▪ Make The Rotary Foundation one of your TOP
charities of choice
ANNUAL FUND | SHARE
$200 GIFT
$100 WORLD
FUND$100 DDF
$50 District
Grant$50 Global
Grant
POLIO PLUS
ROTARY PEACE
CENTERS
OTHER
Up to 50%
Up to 50%
$1 for $1
THREE YEARS AGO YOU CONTRIBUTED $200 TO THE
ANNUAL FUND-SHARE
Cash
Contribution
$$
$1 for $.50
THE ROTARY FOUNDATION PROGRAMS
SCHOLARS
▪ Recently In Our District We Have Funded 2 Per Year
▪ Funded By A Global Grant
▪ Must Be Post Graduate Study | One Of Six Areas Of Focus
▪ International
▪ Minimum World Fund Request $15,000 Which Becomes A $30,000
Global Grant Scholarship
THE ROTARY FOUNDATION PROGRAMS CONT’D
Vocational Training Team
▪ Funded by Global Grant or District Grant
▪ International travel
▪ Members provide training or will be trained
▪ Minimum of two non-Rotarian members (Global Grant)
▪ Rotarian VTT Leader
▪ Global Grant funding – six areas of focus
THE ROTARY FOUNDATION PROGRAMS CONT’D
Rotary Foundation Alumni
▪ Scholars
▪ Group Study Exchange Team Members
▪ Vocational Training Team Members
▪ Rotary Alums
▪ Youth Exchange, RYLA, Interact and Rotaract
WHERE TO GO FOR HELP
Contact Center –Answers Questions
▪ My Rotary
▪ Donations | Refunds | Corrections
▪ Paul Harris Fellow Issues
▪ Foundation Recognition Points
▪ Recognition Items
▪ Enroll in Rotary Direct
▪ Join Paul Harris Society
WHERE TO GO FOR HELP CONT’D
▪ Contact Center – Provides Reports
▪ Your Personal Donor History Report
▪ Club Fundraising Analysis
▪ Club Recognition Summary
▪ EREY Eligibility Report |Every Rotarian Every Year
▪ For All Others:
Email: [email protected]
or call 866-976-8279
TAKE AWAYS
▪ When was The Rotary Foundation “TRF” formed?
1917
▪ What are the two types of grants?
District & Global
▪ What is Rotary’s #1 priority?
End Polio Now
▪ EREY
Every Rotarian Every Year▪ DDF
District Designated Funds▪ PHF
Paul Harris Fellow▪ PHS
Paul Harris Society
TAKE AWAYS | Acronyms
TAKE AWAYS CONT’D
▪ What is the name of the recurring gift program?
Rotary Direct
▪ What is the email address of the Contact Center?
▪ Dollars for grants comes from what
Rotary Foundation fund?
Annual Fund-SHARE
MOU DISTRIBUTION PROCEDURES
AFTER VIEWING THE WEBINAR
▪ By email you will receive a 6 question
survey, and
▪ You must answer all of the multiple
choice questions, and
▪ Electronically return the survey with
answers and you must have answered all
questions correctly, and
▪ Having answered all questions correctly you will receive the
MOU which you MUST electronically sign and return, and
▪ Upon receipt of the signed club MOU you will be listed
under your Rotary Club name as Club MOU certified 2018-
2019 | however
▪ Only When One Or More Club members have signed a
Club MOU, your Club is certified and can then participate
in the TRF and District Grant programs
▪ MOU shall be signed by Club President & President-
Elect and then submit to the District Office
CONTINUED
CONTACT INFORMATION
PDGx2 Doug Baker| DRFC
Need Assistance, please call:
714.342.4818
SLIDES CREATED BY JAIMEE SUL BAKER BECAUSE
HE CANNOT DO IT HIMSELF | REVISED AS OF MAY 2018